Organizing Data

- Prof. Vaishali
Pardeshi

Organizing
Data

Credits

Subject Matter Expert:

Prof. Vaishali Pardeshi

Developed by MET - CET

Organizing
Data

Session Outline
Sort
Filter
Advanced Filter

Developed by MET - CET

Organizing
Data

Session Objectives
After this session, you will be able to:
Sort data using one or more key fields.
Explain the difference between Sort and Filter.
Manage spreadsheet data by using the Filter
feature to assist the viewing of larger data sets.

Developed by MET - CET

Organizing
Data

Session Objectives
Extract selected records from a list or database
using Advanced Filter.
Explain the difference between Filter and
Advanced Filter.

Developed by MET - CET

Organizing
Data

Quick Quiz
What is meant by Sorting?
What you think Sorting means in Excel?
Discuss the uses of Data Sorting in Excel?

Developed by MET - CET

Organizing
Data

Sort
Sorting lists is a common spreadsheet task that
allows you to easily reorder your data.
Sorted data helps you quickly
visualize,
understand your data better,
organize and
find the data that you want.

Developed by MET - CET

Organizing
Data

Basic Sort
Sorting involves three steps:
1) Select the data you want to sort.
2) Choose Sort & Filter command in the
Editing group on the Home tab from the
Excel Data Ribbon.
3) Choose the sorting criteria from the Sort
window.
Developed by MET - CET

Organizing
Data

Activity Time
Objective: Sort data using key fields.

Time: 10 minutes

Task: Refer to Act1 sheet and perform the

task as
mentioned in it.

Developed by MET - CET

Organizing
Data

Custom Sort
Using the Sort dialog box we can sort two or
more columns in an Excel table.

Developed by MET - CET

Organizing
Data

Activity Time
Objective: Sort data using one or more key
fields.

Time: 10 minutes

Task: Refer to Act2 sheet and perform the

task as
mentioned in it.

Developed by MET - CET

Organizing
Data

Video (Sort)

Developed by MET - CET

Organizing
Data

Quick Quiz
Do you find any
difference between
the two databases?

Developed by MET - CET

Organizing
Data

Quick Quiz

What you think Filter means in Excel?

What is the difference between Sort and Filter in
Excel?
Discuss the uses of Data Filtering in Excel.

Developed by MET - CET

Organizing
Data

Filter
A filtered list displays only the rows that meet the
given criteria.
Filtering is a good way to find and work with a
subset of data in a list.
Unlike sorting, filtering does not rearrange a list;
it hides rows you do not want displayed.

Developed by MET - CET

Organizing
Data

AutoFilter
AutoFilter is an easy way to turn the values in
Excel column into specific filters based on the cell
contents.
Adding AutoFilter to a list, will filter the column to
only display items from that particular column. All
the other items remain on the Excel list, but dont
display.

Developed by MET - CET

Organizing
Data

Activity Time
Objective: Manage spreadsheet data by
using the auto filter feature to assist the
viewing of larger data sets.

Time: 10 minutes

Task: Refer to Act3 sheet and perform the

task as mentioned in it.
Developed by MET - CET

Organizing
Data

Custom AutoFilter
This filter is needed to filter based on specific criteria
within a cell.

Can you think of an Example for Custom Filter??

Example: If I want to filter on the total price column of

my spreadsheet, I can look for all products with a total
price above, below, or between specific set numbers.
Developed by MET - CET

Organizing
Data

Activity Time
Objective: Manage spreadsheet data by
using the custom filter feature to assist the
viewing of larger data sets.

Time: 10 minutes

Task: Refer to Act4 sheet and perform the

task as mentioned in it.
Developed by MET - CET

Organizing
Data

Video (Filter)

Developed by MET - CET

Organizing
Data

Advanced Filter
The Advanced Filter command in the Data lets
you use complex criteria to filter an Excel range.
To use Advanced Filter you need to create a
criteria range to specify the conditions that the
filtered data must meet.

Developed by MET - CET

Organizing
Data

Advanced Filter
List Range
The range of cells that
you want to filter. This
range should include
headers at the top of
each column.

22

Developed by MET - CET

Organizing
Data

Advanced Filter
Criteria
Range
This range should be
Range of cells (generally
headed by headers that
positioned above or
match the list range
below the list range), in
headings.

which the filtering

criteria
arefor
specified.
The
criteria
the

corresponding rows in the

list range should be listed
under each of these
headings.

23

Developed by MET - CET

Organizing
Data

Activity Time
Objective: Extract selected records from a
list or database using advanced filter tab.

Time: 15 minutes

Task: Refer to Act5 sheet and perform the

task as mentioned in it.

Developed by MET - CET

Organizing
Data

Quick Quiz
What is the difference between
Filter and Advanced Filter in Excel?
Discuss the uses of Advanced
Filtering in Excel.

Developed by MET - CET

Organizing
Data

Advanced Filter
Advanced Filter allows us to nominate where we
would like our filtered data to be placed.
The choices are: Filter the list, in place or
Copy to another location.
Advanced Filter has a built-in function that allows
us to filter by unique records.

Developed by MET - CET

Organizing
Data

Advanced Filter
AND
Criteria on the same line
(different columns) are
joined by AND.

OR
Criteria on a new line
(same column) are
joined by "OR".

Developed by MET - CET

Organizing
Data

Activity Time
Objective: Extract selected records from
the database using advanced filter tab.

Time: 20 minutes

Task: Refer to Act6 sheet and perform the

task as mentioned in it.

Developed by MET - CET

Organizing
Data

Advanced Filter
Wildcard
Criteria
Symbol used to replace
or represent one or more
characters.

Use
? (question mark)

* asterisks

~ (tilde) followed
by ?, *, or ~

To Find
Any single
character
Ex: sm?th finds
smith & smyth
Any number of
characters
Ex: *east finds
Northeast &
Southeast
Ex: fy91~? finds
fy91
Developed by MET - CET

Organizing
Data

Activity Time
Objective: Apply advanced filter to a
spreadsheet data using wildcard criteria.

Time: 5 minutes

Task: Refer to Act7 sheet and perform the

task as mentioned in it.

Developed by MET - CET

Organizing
Data

Assignment

Task: Refer to Assignment1 &

Assignment2 sheet and perform the task
as mentioned in it.

Developed by MET - CET

Organizing
Data

Developed by MET - CET

Organizing
Data

Summary
Basic Sort
Text-Ascending/Descending
Numbers-Smallest to Largest/Largest to Smallest
Dates or Times
By cell color, font color, or icon
Custom Sort
Multiple Levels
Filter
Auto Filter
Custom Filter
Developed by MET - CET

Organizing
Data

Summary
Difference between Sort & Filter
Difference between Filter and Advanced Filter
Advanced Filter
List Range & Criteria Range
Copy to another location
Copy to another Worksheet
Filtering unique records
Filtering using And / Or
Using wildcard criteria

Developed by MET - CET